1

National Case Management System

for the Welfare and Protection of
Children in Zimbabwe
2017
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d
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Table of Contents

1. Table of Figures ........................................................................................................ 6

2. Acknowledgements ................................................................................................... 7
3. Acronyms ................................................................................................................. 9
4. Foreword ............................................................................................................... 10
5. Definition of Key Terms ........................................................................................... 12
6. Background ............................................................................................................ 14
7. Vision, Goal, Objectives and Principles of the NCMS ................................................ 17
Vision .......................................................................................................................... 17
Goal ........................................................................................................................... 17
Objectives.................................................................................................................... 17
Guiding Principles ........................................................................................................ 18
8. National Case Management Conceptual Framework ................................................. 20
9. Standard Operating Procedures and Processes in the Case Management System ......... 24
Operating procedures .................................................................................................. 25
Intake and key steps ................................................................................................. 25
Case Categorization ................................................................................................. 26
Assessment Process ................................................................................................... 27
Care Planning .......................................................................................................... 27
Implementation ........................................................................................................ 27
Case Review ............................................................................................................. 28
Case Closure............................................................................................................ 28
Case transfer ............................................................................................................ 28
10. Facilitating the Case Management Process ................................................................ 30
Case Conferencing ...................................................................................................... 30
Family Conference .................................................................................................... 30
Inter-Agency Referral and Feedback........................................................................... 31
Referral Pathway ....................................................................................................... 31
Follow-up and feedback ............................................................................................ 31
Service mapping for Case Management..................................................................... 32
Documentation and Record Keeping .......................................................................... 32
11. Roles and Responsibilities: Key Government Stakeholders .......................................... 33
Ministry Of Public Service Labour and Social Welfare ..................................................... 33
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The Department Of Child Welfare and Probation Services (DCWPS) ............................ 33
Child Protection Committees (CPCs) Structures ........................................................... 34
Community Case Workers (CCWs) ............................................................................ 34
Ministry of Home Affairs ............................................................................................... 35
The Registrar General’s Office ................................................................................... 35
Zimbabwe Republic Police ......................................................................................... 35
Ministry of Justice Legal and Parliamentary Affairs ...................................................... 35
Department of Prisons and Correctional Services: ....................................................... 36
Ministry Of Primary and Secondary Education ............................................................ 36
Ministry of Health and Child Care ................................................................................. 37
National AIDS Council (NAC) .................................................................................... 37
Roles and Responsibilities: Civil Society Organizations .................................................... 38
Traditional Leadership .................................................................................................. 38
Training and Supervision in Case Management ............................................................. 39
12. Appendices ........................................................................................................... 41
13. Appendix 1 ............................................................................................................ 42
Child Protection Intake and Case Allocation .................................................................. 42
14. Appendix II ............................................................................................................ 45
Assessment and Care Plan ............................................................................................ 45
15. Appendix III ........................................................................................................... 50
Record of Significant Events and Contacts ...................................................................... 50
16. Appendix IV ........................................................................................................... 51
Referral Form ............................................................................................................... 51
17. Appendix V ............................................................................................................ 54
Case Review Form ........................................................................................................ 54
18. Appendix VI ........................................................................................................... 57
Case Closure Form ...................................................................................................... 57
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1. Table of Figures
Figure 1. Conceptual Framework

Figure 2. Structure of the case management systemError! Bookmark not defined.

Figure 3. Major Components of the Case Management System Cycle

Figure 4. The Process of the NCMS

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2. Acknowledgements
The Ministry of Public Service, Labour and Social Welfare acknowledges the support
and contribution of various stakeholders, individuals and institutions involved in the
development of this ground breaking National Case Management System for the
Welfare and Protection of Children in Zimbabwe. Of particular mention is UNICEF for
financial and technical support to the Ministry in general and to the National Action
Plan for Orphans and Vulnerable Children phase II programme in particular.

This has enabled the development of this system and its resourcing for national
scalability. Of equal significance is World Education Inc., the partner working closely
with the Ministry to roll out the system; for ongoing technical backstopping to the
national and sub-national structures of the Ministry and financial contribution in
initiating the first ever pilot case management system in the country.

The Ministry also extends its appreciation to representatives of various child focused
Government Ministries and Civil Society organizations that contributed to the
development of the NCMS through participation in interviews, stakeholder workshops,
sharing documents and information critical to shaping the system.

The Makaita Social Care Consultancy team of Mr. Musekiwa Makwanya and Mrs. Nellie
Dhlembeu is credited for gathering data and drafting this document which details the
child protection NCMS for the country. The Ministry acknowledges and recognizes their
remarkable effort.

The Ministry would want to make special mention of the leadership and technical
oversight provided by the Ministry, UNICEF and World Education, Inc. during the system
development process. From the Ministry, the following are acknowledged Sydney
Mhishi, Togarepi A Chinake, John Nyathi, Lovemore Dumba, Aaron Zinyanya and all
provincial and district staff involved in the development of the system.
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The Ministry is indebted to all UNICEF Child Protection staff who contributed. From
World Education the Ministry acknowledges the efforts of Patience Ndlovu, Susan
Kajura, Precious Muwoni, Carol Wogrin, Lloyd Muchemwa, Henry Mpofu, Abel Matsika
(WEI Technical Consultant) and all WEI staff who contributed in various ways.

Finally the Ministry extends thanks to the UK Department for International Development
(DfID); the European Union (EU); Swiss Development Cooperation (SDC); Kingdom of
the Netherlands and Embassy of Sweden/SIDA for contributing funding for this project.
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3. Acronyms
ACRWC African Charter on the Rights and Welfare of the Child
BEAM Basic Education Assistance Module
CBO Community Based Organization
CCWs Community Case Workers
CMO Case Management Officer
CPC Child Protection Committee
CSW Council of Social Workers
DCWPS Department of Child Welfare and Probation Services
DSS Department of Social Services
DSSO District Social Services Officer
FBO Faith Based Organization
JSC Judicial Service Commission
LCCW Lead Child Case Worker
MIS Management Information System
MoPSLSW Ministry of Public Service, Labour and Social Welfare
MSCPHA Minimum Standards for Child Protection in Humanitarian Action
NAC National AIDS Council
NAP National Action Plan
NASW National Association of Social Workers
NCMS National Case Management System
NGOS Non-Governmental Organizations
OVC Orphans and Vulnerable Children
SSO Social Services Officer
UNICEF United Nations Children’s Fund
UNCRC United Nations Convention on the Rights of the Child
VFU Victim Friendly Unit
VHW Village Health Worker
WAAC Ward AIDS Action Committee
WEI World Education Incorporated
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4. Foreword
The purpose of this document is to provide a framework for implementation of the
National Case Management System (NCMS) for the care, protection and welfare of
children in Zimbabwe. The main aim of the National Case Management System is to
provide a link between the functions of the key stakeholders; detail the roles and
responsibilities of each sector; show how the sectors interact within the system to
safeguard children; and promote standard terminology, eligibility criteria, standards
and processes used by different agencies so as to encourage inter-agency
collaboration.

This National Case Management System has been developed for use by both primary
and secondary duty bearers that provide care and support to children. This involves the
government actors, non-statutory actors, voluntary, independent sector and primary
care service providers working with parents/carers and children who may have multiple
needs or other complex problems. The document has been compiled through a
consultative process with the participation of both government departments that have a
statutory mandate to support children and civil society organizations that provide
specialist child protection services to children.

This system is a hybrid of statutory, customary and community approaches and

therefore is considered appropriate within the Zimbabwean culture. The system has
been developed based on international and regional best practices and was largely
informed by the pilot case management program that was implemented in one of the
districts in Zimbabwe. The case management model builds on existing community
efforts and leverages on cultures of care and support inherent in Zimbabwean
communities (spirit of Ubuntu – “I am because we are”) to identify hard to reach,
vulnerable children where they live and provide them with continuous, community-
based care and support until their needs are met.

The Constitution of Zimbabwe also provides for the care and protection of children.
Section 19 says, “The State must adopt policies and measures to ensure that in matters
relating to children, the best interests of children concerned are paramount”.
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The target audiences for this document are all agencies in Zimbabwe that work with
children and their families. These include Government Ministries both at national, local
and community level, professional regulatory bodies such as the Council of Social
Workers, Nurses Council of Zimbabwe, Zimbabwe Law Society and Health Professions
Council and civil society organizations agencies and their employees.

It is the belief of the Ministry of Public Service, Labour and Social Welfare that protection
for children is a collaborative and collective effort, hence a multi-sectoral approach and
inter-agency collaboration is required. This document provides an overall framework
and is meant to be used with the accompanying Training Manual for the betterment of
the care and protection of children in Zimbabwe.

N. Masoka

SECRETARY FOR PUBLIC SERVICE, LABOUR AND SOCIAL WELFARE

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5. Definition of Key Terms

Assessment: The systematic process of gathering information to provide a
comprehensive understanding of a child and their environment.

Care Plan: The articulated set of actions to be taken based on the findings of
the assessment in order to provide care to the child.

Case: Each individual child who is identified as vulnerable and potentially

in need of services.

Case Conference: A meeting of multiple, relevant stakeholders or family members to

share information and prepare a comprehensive care-plan for a
child.

Case File: The written record that compiles all information on a child.

Case Manager: The person responsible for making sure that a child receives all of
the services which they need.

Case Management: “…collaborative process of assessment, planning, facilitation and

advocacy for options and services to meet an individual’s health
needs through communication and available resources to promote
quality cost-effective outcomes”1.

Case Review: A periodic evaluation of the care plan based on ongoing

assessment of the child and the child’s situation.

Child: Section 81(1) of the Constitution of Zimbabwe defines a child as

every boy and girl under the age of eighteen years.

1
The Case Management Society of America(CMSA)
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Child Protection: A set of services and mechanisms put in place
to prevent and respond to violence, abuse,
exploitation and neglect, which threaten the
well-being of children.

Child Protection Committee (CPC): Multi-sectoral and multi-stakeholder

structures put in place at national and sub-
national levels to coordinate implementation
of child protection interventions at each level.

Community Case Worker (CCW): A cadre selected at the community level from
village Child Protection Committees (child
protection structures) to identify vulnerable
children in their communities.

Confidentiality: The duty to respect the privacy of information

shared by and about children and families.

Family group conference: A meeting in which family members come

together to share information, to plan and
make decisions on a child who is at risk.

Intake: The systematic method of collecting basic

information on a child who has been
identified as potentially at risk.

Orphan: A child under the age of 18for whom one or

both parents has died.

Referral: The process of connecting a child to a specific

service provider to address an identified
need.

Supervision: The process of providing oversight and

support to the individuals engaged in service
delivery to ensure quality care.

Vulnerable child: A child who is living in circumstances with

high risks and whose prospects for continued
growth and development are seriously
threatened.
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6. Background
The complex social, economic and political challenges that have confronted Zimbabwe
for the last decade have resulted in increased numbers of vulnerable households and
families. Statistics indicate that an estimated 1.5 million households in Zimbabwe are
extremely poor and food insecure2. One in three of the children in these households
suffer from chronic malnutrition. The HIV and AIDS pandemic has interacted with and
aggravated these socio economic challenges. 19.3 per cent of all children in Zimbabwe
(0-17) are orphans who have lost one or both parents due to HIV and AIDS and related
causes.3

The Government of Zimbabwe (GoZ), in the 2010 Millennium Development Goals

Report, notes that children are falling out of school. In 2009, the dropout rate was
around 30% and slightly higher for boys than it was for girls. It is further acknowledged
that many of these children are still unable to enrol and stay in school because of their
inability to afford the tuition fees, the uniform and other associated costs.4

Violence and abuse of children is on the increase with 60% of reported rape survivors
being children and the majority of them are girls.5 One in eight girls is reportedly being
sexually harassed at school and 22% of children reportedly being abused by care givers.
It is against this background of challenges faced by children, that the community
remains a crucial source of potential support since it includes friends, neighbours,
traditional leaders, elders, teachers, youth groups and religious leaders who can
provide care to vulnerable children.

The Program of Support (PoS) under the National Action Plan for Orphans and
Vulnerable Children Phase 1 reached 410,000 orphans and other vulnerable children
with an average of 1.6 services per child. A review of the national programme found

2
ZIMVAC (2010)
3
PICES 2011/2012
4
Government of Zimbabwe (2010), Millennium Development Goals Report
5
Victim Friendly Unit Police Reports (2008 – 2010)
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that while this programme was highly relevant, efficient and cost effective there were a
number of key problems which included:

 The fragmented nature of the programme (orphans and other vulnerable

children suffer many types of deprivation, but the PoS offered only 1 or 2 types
of support to each child),
 The programme focused on reach (number of children served) rather than the
quality of the service provided,
 Coordination at province, district and ward levels was often ineffective and the
then Department of Social Services staff should have been more involved in
quality assurance.6

The findings of the Outcome Assessment of the PoS coupled with the situation on the
ground provided compelling evidence of the need for a programmatic approach which
is evidence based and provides holistic rather than fragmented services and facilitates
partnerships to ensure quality and sustainable service delivery.

The increasing trend globally is to address these complex problems using a case
management systems approach. In developing a strategy for the management of the
complex issues facing children in the country, Zimbabwe looked to the emerging models
of case management.

The Isibindi Model in South Africa contained components well suited to the Zimbabwean
context. This model sought to strengthen the South African child protection system by
linking HIV and AIDS and child protection programming at community level. The model
came with standardised training on technical and clinical aspects of child protection
and case management, including documentation and case file management.

The then Department of Social Service (DSS), now the Department of Child Welfare and
Probation Services (DCWPS) in Zimbabwe, chose to adopt the model while building
from their existing pool of Child Protection Committee (CPC) volunteers to form their
extension worker cadre: the Community Case Worker (CCW). The new model therefore
enabled existing structures to be streamlined and formally linked with the DSS. Hence,
the National Case Management System (NCMS) was conceived as a viable approach
to addressing the identified gaps and needs for children.

The system is grounded in existing national and international legal and policy
frameworks. Zimbabwe’s Children’s Act7 serves as the primary legislation that provides
for the care and protection of children in the country. Further, Zimbabwe ratified both
the United Nation Convention on the Rights of the Child (UNCRC) (1989) and the
African Charter on the Rights and Welfare of the Child (ACRWC) (1990) and it boasts
of a detailed legislative framework that promotes the rights and interests of children.
Although these protective laws and policies have existed for some time in Zimbabwe,

6
JIMAT Development Consultants (2010); Outcome Assessment of the PoS for the NAP for OVC
7
Children’s Act (Chapter 5:06)
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there has been a need for a system to guide the way in which vulnerable children can
access quality services and be supported within a continuum of care.

In response to this need, the Ministry of Public Service, Labour and Social Welfare
developed this National Case Management System which will facilitate the response to
the social welfare needs of the most deprived and vulnerable children and families, and
support the coordination of replicable service delivery at community level. The system
will also facilitate the development of a referral protocol that guides referrals among
different actors working with children.
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7. Vision, Goal, Objectives and

Principles of the NCMS
Vision
The Government of Zimbabwe’s vision is that all children live in safe, secure and
supportive environments that are conducive to child growth and development.

Goal
A harmonized and standardized systematic framework for the care and protection of
children that provides access to social welfare, social protection, justice and health
services

Objectives
The objectives of the NCMS are to:

 establish a standardised ‘wrap-around’ response service system that protects

children from abuse, violence, exploitation and neglect within a coordinated
continuum of care;
 strengthen child protection systems through linkages of community child
protection and the formal system;
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 reduce children’s exposure to harm through actions that strengthen the protective
environment for children in all settings;

 establish a system for knowledge management, monitoring and promotion of

quality child protection services informed by ethics and standards of practice.

Guiding Principles
The National Case Management System adheres to the global principles of case
management. These principles mirror local ethical practices of child protection
standards and are in conformity with ethical and practice standards of different
professional bodies.

Reference should also be made to the Protocol on the Multi-Sectoral Management of

Sexual Abuse and Violence in Zimbabwe8 and the Pre-Trial Diversion programme9.

Principles of case management10

Do No Harm Ensure that actions and interventions designed to support the child
(and their family) do not expose them to further harm.
Prioritise the Best The best interests of the child broadly refers to the child’s well-being
Interests of the and provides the basis for all decisions and actions taken, and for
Child the way in which service providers interact with children and their
families.
Ensure Accountability refers to being responsible and taking responsibility
Accountability for ones actions.

Based on Sound Assessments and interventions must be made on the basis of

Knowledge of knowledge about child development within their family and cultural
Child context; and child protection.
Development &
Child Rights
Child’s right to be Children have a right to be consulted and have their opinions sought
heard and views and taken into account in decisions and matters which affect their
taken seriously lives.

Provide Culturally Caseworkers and agencies should recognize and respect diversity
Appropriate (for example ethnic, cultural, linguistic and religious) in the
Processes and communities where they work.
Services

8
Protocol on Multi-Sectoral Management of Sexual Abuse and Violence in Zimbabwe, Judicial Service
Commission, Zimbabwe, 2012.
9
Zimbabwe Pre-Trial Diversion Program for Young Persons, Government of Zimbabwe, 2012.
10
The Global Child Protection Working Group,2012
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Seek Informed Informed consent is the voluntary agreement of an individual who
Consent and/or has the capacity to give consent, and who exercises free choice. To
Informed Assent provide “informed consent”, the child must be able to understand,
and take a decision regarding their own situation.

Respecting Confidentiality is the mandate to sharing information on a need to

Confidentiality & know basis. It is the process whereby information is protected against
Sharing it falling into the wrong hands and is accessible only to those
Information on a authorized to access it.
Need to Know
Basis
Working in a Non- Avoid treating a child differently because of their individual
Discriminatory characteristics or a group they belong to (for example, gender, age,
Way socio-economic background, race, religion, ethnicity, disability,
sexual orientation or gender identity).

Maintain Caseworkers and agencies should act with integrity by not abusing
Professional the power or the trust of the child or their family.
Boundaries &
Addressing
Conflicts of Interest
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8. National Case Management

Conceptual Framework
Case management is a way of organizing and carrying out work so that children’s cases
are handled in an appropriate, systematic and timely manner. It aims to ensure that
through coordinated, collaborative care, children can receive the services they need.

The case management model, therefore, describes the system of coordination and
management of specific national, provincial, district and community level actors
working together for the specific goal of quality service provision to children in need of
care and protection. This National Case Management System is designed in such a way
as to support replicable service delivery at all levels.
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Figure 1.Conceptual Framework

This case management model depicts the fact that the State, which holds the overall
mandate for protection of children, functions in collaboration with clearly structured and
targeted community participation.

The model adopts a two-pillar approach to ensure the effective channelling of cases
and information between and among all levels of child protection service provision:
national, sub-national and community levels. The national pillar focuses on capacity
building and systems strengthening for case management processes within the
Department of Child Welfare and Probation Services (DCWPS).

This process is supported by a clearly articulated framework that is sequentially

cascaded to all operational levels. The Community Care Networks pillar recognises the
essential role played by Child Protection Committees (CPCs) and Community Case
Workers (CCWs) as the DCWPS’s ‘eyes, ears, hands, feet and mouth on the ground’,
as well as other community based care providers in child protection service delivery. It
is focused on strengthening the capacity of these two critical arms (DCWPS and
community) to link services to timely and effective interventions from case identification
to case closure. In short, the National Case Management System has been specifically
designed to provide effective linkages between district and community care systems
enhancing the delivery of quality services to children.
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Figure 2. Structure of the case management system

The structure of the NCMS is comprised of the DCWPS, which holds a central role in
the protection of children, and a range of governmental and non-governmental
stakeholders. Clear lines of communication and coordination of care between the
various sectors are essential to the functioning of the system.

The system is structured such that children are identified and cared for on the community
level in all ways possible. This care is provided by a variety of stakeholders, depending
on specific need. Implementation of care requires coordination by the CCW, who is a
member of the local CPC.

All cases involving any form of abuse are immediately referred to the DCWPS and the
child’s care becomes the primary responsibility of the DCWPS. Care will continue on
the community level as directed by the case manager in the DCWPS. Cases that are
particularly complicated, or require statutory intervention must be passed up to district
level for necessary care.

In addition to the provision of direct care, stakeholders hold the responsibility of

developing, promoting, and/or enforcing policy and standards of practice. Policy
development and decision making is primarily done at the national and provincial
levels. It is carried out by various stakeholders, depending on the issue at hand.
Stakeholders on this level include: government ministries; district and national level
DCWPS; district and provincial CPCs and the Working Party of Officials (WPO); the
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Victim Friendly System Sub-Committee (VFS) and Pre-Trial Diversion Sub-Committee
(PTD). Various civil society service providers may also be involved on the provincial and
national level with regards to policy and practices decisions.

The effective functioning of the NCMS relies on the consistent communication of

information on all levels. Generally, the information on service delivery starts in the
community level flows upwards. It is essential, however, that feedback and follow-up on
relevant issues flow back down to appropriate stakeholders. Likewise, though policy
issues are formalized on the upper levels, they are developed in response to information
from community and district levels.

Completion of the information sharing cycle through communication of these policies

downwards is essential. In short, there is a need for constant sharing of information
within and between the various stakeholders and the multiple levels of the system.
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9. Standard Operating Procedures

and Processes in the Case
Management System
The standard operating procedures and processes are positioned to address the rights
and needs of children from case identification to case closure. Case management
begins when a concern about a child’s well-being is raised and referred to an agency
that can take action to safeguard that child.

Figure 3. Major Components of the Case Management System Cycle

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Once a reason for concern is identified, the child’s case enters the phases of the case
management cycle:

a. An intake process (referral and initial screening) is conducted, which establishes

basic information about the child and the reason for the concern. This process is
sometimes known as referral.
b. An initial assessment of the child’s situation;
c. Planning of the interventions that will be necessary to address issues identified
during assessment;
d. Implementation of the planned intervention in collaboration with the relevant
service providers and community case workers;
e. On completion of all planned interventions, a review of the child’s care plan is
conducted; and
f. When the review concludes that all issues of concern regarding the child’s
welfare have been addressed, the case is closed. Should there be any pending
or unresolved concerns, the child will be re-assessed and case managed until
their case can be closed.

Operating procedures

Intake and key steps

The intake is the start of the process of caring for a child within the case management
system. It includes referral and initial screening. This step begins when someone alerts
a CCW (or any member of the CPC), or the DCWPS, and FBO or NGO about a
potential child protection case. This information can come from anyone but it is the
responsibility of the person who receives the information (CCW or any member of the
CPC or an FBO or NGO or the DCWPS) to take action.

People and organizations who are likely to know about child protection issues and who
might report them include police, teachers, doctors and nurses, people working for
NGOs, members of the community, members of the child’s family, the affected child or
other children.

The person receiving information must complete an Intake Form (Appendix I), because
it is essential that DCWPS has a record of all reports of alleged child protection
concerns.

It is essential that the agency dealing with the case gets as much information as possible
in the first 48 hours following a referral so that a decision can be made about what to
do next.
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Case Categorization

The categorization is important for the purposes of determining the response required.
All cases identified as having potential critical protection concerns should be referred to
DCWPS immediately.

Once they have been received at that level decisions will be made regarding the unique
needs of each individual case and the department will respond accordingly. Responses
include referral to other relevant government institutions; a child protection or family
group conference; removal of the child to a place of safety in keeping with the provisions
of the Children’s Act (5:06); and/or coordination with CCWs and other relevant parties
at the community level. All cases that are to be treated as urgent and reported as such
include:

 Sexual abuse
 Physical abuse
 Abandonment/severe neglect
 Children living and working on the street
 Adoption
 Emergency food need
 Emergency health care treatment need

In addition to the cases that require immediate referral to the DCWPS, there are children
identified as vulnerable who can be case managed at the community level. These are
children who have a need for services in order to better provide for their wellbeing, but
for whom the identified need is not urgent but who will benefit from a full assessment.
Examples of vulnerable children who would benefit from case management but for
whom issues are not identified as urgent are non-emergency medical issues,
psychosocial needs; or birth registration.

By analysing the initial information received on the child, the social/case worker or other
stakeholder who has been notified of a concern about a child can make
recommendations for action to be taken.

If the decision is that the child does not have urgent needs that warrant immediate
reporting and a full assessment is commenced, immediate referral should be made at
any point if suggestions of abuse or other serious protection issue emerge during the
course of the assessment.

Based on the case categorization, the decision about what to do next will be one of
three pathways:

 No further action is needed

 More information is required (a complete assessment)
 Or that emergency action is needed to protect the child (immediate referral)
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If it is decided that emergency action requires removing a child to a place of safety in
order to protect the child from significant harm, this must be undertaken in line with the
provisions of the Children’s Act (Chapter 5:06) Part IV section 14. Once a child has
been placed in a place of safety they need to then be brought before the court as soon
as possible, and not longer than 7 days from removal, for further determination (section
17).

Following removal of the child to a place of safety, or if it is decided that there is reason
to believe the child is vulnerable and potentially in need of support services, but there
is no clear evidence of abuse, further information is needed and the assessment process
should commence. The full assessment should be completed within 7 days.

Assessment Process

The assessment collects more information about the child protection problem and also
gathers more information about the basic needs of the child across eight domains –
family, survival, general health, development, social history, behaviour, education and
aspirations

The assessment looks at how well the child’s family (parents and extended family or
other recognized primary caregiver) can look after him or her. The assessment should
gather information from as many people as possible including the child and family but
also neighbours, community leaders and other agencies such as education, health etc.
(See Assessment Form, Appendix II)

Care Planning

The Care Plan defines what action will be taken, by whom and when in order to make
sure the child’s needs are met and they are protected (See Appendix II. Assessment and
Care Plan Form).

Implementation

Implementation entails the execution of the care plan. This may include direct service
provision or strategic referrals to other service providers to link the child to all the
services they require. These referrals can take place at any point in the case
management process, but must be relevant to the needs of the child and family as
identified in the assessment and detailed in the care plan.

Referrals must be made with child and family’s knowledge and consent. It is the
responsibility of the case manager to follow-up and make sure that the care plan is
being implemented and that referrals result in service provision for the child. All contact
with the child and family must be recorded in the child’s record. (See Record of
Significant Events and Contacts form, Appendix III)
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Case Review

The review is a process of checking that the child’s care plan is on track and continues
to meet the child’s needs. It provides an opportunity to reflect on how the
implementation of the plan is progressing, to consider (together with the assessment)
whether the plan remains relevant; and if not, and to make the necessary adjustments
to the plan which should be documented in the Care Plan. The nature of the case should
determine the frequency of the case review, but at a maximum, a formal review should
be conducted at intervals of not more than six months. (Appendix V. Case Review Form)

Case Closure
A case can be closed at the point at which work with the child ends because the:

 situation is resolved, i.e. the case plan has been completed, the child’s protection
needs have been met and the child no longer requires support;
 case has been transferred to another organization (see below);
 child moves out of the area and cannot be located despite significant efforts;
 child becomes 18 years old (unless there are good reasons to remain involved,
such as additional vulnerabilities)
 child dies.

The decision to close the case must be recorded on the care plan, including the reasons
and the person who authorized case closure. In cases other than those where the child
is no longer present, the decision to close the case should be made in collaboration
with the child. (Appendix VI. Case Closure form)

Case transfer

There are times when a child’s needs are best served by transferring the case to another
office or organization. This means that the responsibility of the case, including the
documentation, is moved to the other agency. Regardless, the reasons for transfer
should be:

a) discussed and agreed upon between the case management team, the child and
the family;
b) clearly documented in the case file; and
c) coordinated between the lead organization terminating care and that picking up
the case.

The following diagram below depicts the process of care in the NCMS described from
referral to case closure.
 29
Information received about
alleged child protection violation

1. Complete Intake Form

2. Conduct initial screening within 48 hours.
3. Initial course of action determined

Decision:
Decision:
Decision: Emergency action to prevent child
Complete Assessment
No further action required from further harm
within 7 days and
make recommendations

Action taken, report to DCWPS/police

Initial Case Conference (within 14 days)
Close Case

Care Plan:
set goals; agree actions & timescales & responsible people
Close Case

Implement Care Plan:

maintain routine written record

Review Case Conference (maximum 6 months)

Figure 5. The Process of the NCMS

 30

10. Facilitating the Case

Management Process

Case Conferencing
The Case Conference is a discussion to share information from the assessment and
decide what action needs to be taken. The Case Conference meeting should be
coordinated and chaired by the Case Manager, who is the person responsible for
making sure that a child receives all of the services they need. At community level this
may be the Lead Community Case (LCCW) Worker. Where a case involves violence,
abuse or exploitation the Case Manager will be an officer of the DCWPS or their
delegate.

People involved in a case conference include anyone who is connected to the child and
family, and who has information about the child protection issue or possible solutions.
They are included on an invitational basis. Participants might include police, teachers,
doctors and nurses, people working for NGOs, members of the community, and
members of the child’s family. Family members may be excluded when they are
considered to be connected to the violence, abuse or exploitation against the child. This
decision should be made using the principle of best interest of the child.

The initial case conference should be conducted within 14 days of receipt of the initial
information.

Family Conference

A family conference is a mediated formal meeting between family members and other
officials such as social workers and police in regards to the care and protection or
criminal offending of a child or adolescent. It is a formal meeting in which the family
 31
and professional practitioners work together to make a decision that best meet the
needs of the child.

A Family Conference should NOT be considered where:

 there is no family or friends

 there is multi-generational abuse
 there is a risk to people
 there is serious conflict within the family

Inter-Agency Referral and Feedback

Referrals are made to link children and families to appropriate service providers for
necessary services (with consent). Depending on the nature and severity of the case,
the child's needs will either be addressed at the community level, such as the local clinic
or school, and/or referred to other service providers such as the DCWPS, Registry
Office, Victim Friendly Unit, or other Civil Society Organisations operating in the locality
that offer child protection services.

A referral is made when a need is identified that is not able to be adequately addressed
by service providers already involved with the child.

Referral Pathway

All agencies operating in the system should have a referral focal person to facilitate
ease of follow up on referrals. All serious child protection case referrals should be
centrally handled by the central agency, the DCWPS. The DCWPS will coordinate all
services provided by specialist agencies. A referral form (Appendix IV) should always
have a mechanism such as a tear off slip or duplicate copies, which enable both the
referrer and the recipient of the referral to maintain a copy of the original referral.

Follow-up and feedback

When a referral is made to a provider, it is essential that there is follow-up and

feedback. It is the responsibility of the:

 referring agency to follow up in order to be sure that the provider being referred
to acts on the referral, e.g. meets with the child or family.
 provider receiving the referral not only to act on the referral, but to give feedback
to the referrer about the action taken with the referral and the plan for moving
forward.
 32
Both of these steps are important to ensure well-coordinated care to the child in need.
Regardless of the method by which the feedback is given, whether verbal or written, it
must be documented in the case record.

Service mapping for Case Management

The DCWPS should facilitate service mapping at all levels. Service mapping serves the
purpose of assessing the capacity, scope and coverage area of service providers as well
as the quality of the services that they offer. The service mapping exercise will also
identify the ‘informal’ and community resources or structures that can be used to support
child protection.

Despite the background of the multifaceted challenges faced by children, the

community remains a crucial source of potential support since it includes friends,
neighbours, traditional leaders, elders, teachers, youth groups and religious leaders
who can provide care to children. It is critical that these informal sources of support are
drawn on in the provision of services.

Services identified are to be compiled in a centralized directory to enable ease of access

of resources to meet the needs of children requiring care.

Documentation and Record Keeping

The success of the National Case Management System is highly dependent on the
accuracy and depth of information collected about the client at each stage of the case
management process.

The NCMS MIS of the MoPSLSW will interface with the MIS of various stakeholders for
the coordination of data.

For every child an official case file is to be opened using a file with a clearly marked
case number. Each file should detail the client’s case from their initial assessment to
present date.Case files should be kept safely secured and in good condition at all times.
 33

11. Roles and Responsibilities: Key

Government Stakeholders
The success of the Case Management Model in Zimbabwe hinges heavily on the use of
all available resources, including those at the community level and the various
government structures at community, district and provincial levels. All stakeholders need
to be aware of the availability, roles and responsibilities of other stakeholders.

Ministry Of Public Service Labour and Social

Welfare

The Department Of Child Welfare and Probation Services (DCWPS)

In this Case Management System, the Department of Child Welfare and Probation
Services has the lead statutory responsibility for the protection and safeguarding of
children in terms of the Children’s Act [Chapter 5:06]. This is done through the provision
of a wide range of services for children, adults and families. In this Case Management
System the DCWPS’s role includes but not limited to:

 serving as the government arm with the overall statutory mandate for child
protection and safeguarding;
 providing standards and guidelines on the appropriate and mandatory response
to allegations of abuse and other child protection concerns;
 investigating and intervene in cases of alleged abuse;
 assisting the courts through the provision of case reports in responding to child
protection issues;
 34
 providing direct services to children and families in complex or high risk cases
that cannot be adequately handled at the community level;
 coordinating all case management processes (DCWPSO, );
 coordinating all case management actors;
 providing technical backstopping for all case management actors;
 supporting the work of CPCs and CCW;
 conducting ongoing case plan reviews of the work of CCW’s
 ensuring that CCW’s maintain the necessary support to children throughout the
duration of the case.
 advocating for the acceptance and processing of all referrals to other agencies.
 maintaining and reviewing care plans and case records.
 housing and maintaining the Management Information System (MIS).

Child Protection Committees (CPCs) Structures

The DCWPS works in partnership with all agencies that are involved in child welfare
work. Representatives of these agencies are required to be part of the Child Protection
Committees. The CPCs are multi-sectoral and multi-stakeholder structures put in place
at national and sub-national levels to coordinate implementation of child protection
and safeguarding interventions by various players at each level.11 The structures are at
village, ward, district, and provincial and national level. The broader functions of CPCs
within the NCMS framework are to;

 identify child protection concerns at ward and village levels;

 provide front-line responses to child protection concerns;
 coordinate responses to child protection concerns at district level; and
 monitor case management at district level.

Community Case Workers (CCWs)12

The Community Case Workers are the frontline community workers within the Case
Management framework. The CCWs’ roles include but are not limited to:

 using community based platforms to identify child protection cases;

 profiling and assessing children and families for whom there is reason for
concern;
 keeping records of children identified as being at potential risk;
 supporting vulnerable children and families as required;
 reporting cases to relevant duty bearers such as social workers, nurses etc.;

11Coordinator’s Partnership Management Workbook, Version 1. 2006-2010, Ministry of Labour and Social Services
12
These are members of and are selected by village CPCs. CCWs are volunteers and may therefore not be office
bearers in any profession during their tenure as CCCW
 35
 physically supporting children to access services(walk with a child all the way);
 conducting routine direct work with children and families;
 advocate children’s rights on community based forums;
 liaising with and report to the Lead CCW on their work.

Ministry of Home Affairs

The Registrar General’s Office

The Registrar General’s Office should, among other responsibilities, fulfil the following
roles:

 Raise awareness on the importance of births and death registration

 Facilitate birth registration (certification) for all children.

Zimbabwe Republic Police

It is mandatory that known or suspected criminal activity, which includes child abuse, is
reported to the police. The role of the police in the NCMS is key as cases of child abuse
are often reported to the police first .The duty of the police is to ensure that they
coordinate all the other care providers to ensure that the child who enters the NCMS
through the police is provided with comprehensive services. In this system the police
should:

 Coordinate with health service providers to ensure that victims are assisted with
accessing medical examination and treatment;
 Ensure that special measures are taken by the investigating officer in liaison with
the Probation Officer where the alleged perpetrator is a child in order to
guarantee that the protocol’s guiding principles, including the ‘best interest of
the child’ are applied.
 Communicate with DCWPS within 24hrs to ensure the child has maximum
protection and support.

Ministry of Justice Legal and Parliamentary Affairs

The Ministry of Justice, Legal and Parliamentary Affairs is charged with protecting the
legal rights of both victims and accused perpetrators of crimes. It is the responsibility of
the court to:

 provide children and witnesses the opportunity to give their statements in a

separate room;
 36
 help the child understand the court process and receive support by providing a
court interpreter;
 protect the child from undue pressure or aggressive questioning during
examination and cross examination;
 protect the child from further contact with the perpetrator;
 keep case workers informed of case proceedings, enabling them to provide pre-
trial and post-trial support to the child, whether the child is the victim or
perpetrator of the crime;
 remove the child to a place of safety if deemed necessary, in keeping with
guidelines set out in the Children’s Act (5:06), Part V, section 14;
For children who are accused of a crime the court holds specific responsibilities.
These include:

i. adhering to pre-trial diversion program guidelines in all applicable

cases;
ii. convening a diversion committee in every province;
iii. giving special attention to sentencing, considering age and
circumstances in addition to the severity of the crime. Sentencing
should be conducted in keeping with guidelines from the national
prosecuting authority, established by the Constitution of Zimbabwe.

Post-trial support: ensuring that children who have been involved with the justice system
are referred for counselling or other appropriate psychosocial support

Additionally, the legal system carries responsibility for civil issues that have significant
bearing on children. These include issues pertaining to adoption, custody, and
inheritance.

Department of Prisons and Correctional Services:

The Department of Prisons and Correctional Services should immediately notify

probation officers whenever a child’s protection is at risk due to their own or their
parent’s contact with this Department. In instances where a child is being cared for in
prison by their incarcerated mother the Department of Prisons and Correctional Services
should liaise with the DCWPS in order to place the child in a place of safety and jointly
formulate care and reunification plans.

Ministry Of Primary and Secondary Education

The Education Personnel are amongst those outside of the home who have the closest
contact with children. They are in a good position to observe the behaviour and overall
functioning of children and provide valuable resources in both the assessment of
 37
potentially vulnerable children, as well as serve as sources of support. Their specific
responsibilities include:

 reporting any concerns about signs of potential abuse, neglect or other

indications of need to the designated teacher for child protection, who in turn
should inform the local CPC.
 monitoring for changes in behaviour, distractibility, absenteeism and other signs
that a child may be troubled by occurrences in their life.
 removal of a child to a place of safety According to Section 14 of the Children’s
Act (5:06)if necessary, with subsequent report of the removal to DCWPS
probation officer within 5 days of the removal.

Ministry of Health and Child Care

Medical and allied health professionals need to be alert to child protection issues.
Their roles and responsibilities within the case management system include:

 Reporting any child identified as being at risk of abuse to police or social services
within 24 hours.
 removal of children to places of safety when indicated and necessary, with
subsequent report of the removal to the DCWPS probation officer within 5 days
of removal;
 treatment of children who have been abused, provision of health assessments,
care planning and providing evidence for court proceedings;
 collaborating on care planning and implementation with any child for whom
health issues are of concern.

National AIDS Council (NAC)

NAC is a statutory body with a mandate that includes, among other functions, HIV/AIDS
data collection, management and reporting within the ‘Three Ones Framework’. Child
protection services, including case management, fall within the strategic area of the
Zimbabwe National AIDS Strategic Framework (ZINASP)13.National Aids Council
structures link with the DCWPS structures on Case Management and act as a key referral
and information agent in child protection issues:

 through the collection of child protection data for policy advocacy; and
 By contributing resources towards mitigation programmes, such as education
and health assistance.

13
 38
Roles and Responsibilities: Civil Society
Organizations
Civil society organizations are critical in the case management system in complimenting
government efforts through provision of specialist child protection services. The civil
society organizations should work within the case management system guidelines.

Some of the civil society organizations, who work within the case management system,
provide, among other, the following specialist services:

 24 Hour Helpline Services

 Counselling and psychosocial support services
 Medical monitoring and support e.g., post exposure prophylaxis, forensic
examination
 Legal assistance
 Disability services e.g. rehabilitation, assistive devices
 Support services to children outside the family environment
 Support services for children in emergencies
 Community awareness on safeguarding children through social mobilization
 Advocacy on child safeguarding issues in communities;
 Capacity building of local child protection structures;
 Identification and referral of cases to relevant stakeholders;
 Advocate for service provision by the government and other agencies;
 Mobilize resources to support and complement government efforts;
 Strengthening and supporting statutory mandate of government systems through
capacity building, mentoring and technical back-stopping.

Traditional Leadership
Traditional Leaders have an important role to play in the care and protection of children
in their areas as provided for in the Traditional Leaders Act. The roles include:

 referring high risk cases to the relevant stakeholders

 provision of community places of safety
 supporting community structures on child protection e.g. CPC and CCW
 managing traditional forms of social security
 advocating for child protection and rights;
 39
Training and Supervision in Case Management
The National Case Management System heavily utilizes volunteers. Prior to beginning
child care work, LCCWs and CCWs must be provided adequate formal training. This
training provides basic coverage of concepts needed for assessing and working with
vulnerable children, with specific attention to children who are experiencing, or at risk
of experiencing violence and abuse.

Included is the structure, function and requirements of the Case Management System,
as well as material on child development, the effects of neglect and abuse, and basic
child and family assessment and counselling skills. In addition to the initial training,
intermittent, on-going education to promote skills development will be provided through
follow-up trainings and regular clinical supervision.

Supervision of LCCWs and CCWs and DCWPS Social Workers in the Case Management
System is designed to ensure quality service delivery through providing a formal system
of support to the worker, the monitoring of performance and adherence to set care
standards. The broad functions of supervision are the following;

a) Promote the provision of quality of care;

b) Development of knowledge and skills;
c) Support around secondary trauma, compassion fatigue and burnout;
d) Provide a platform for the sharing of experiences and concerns of the care
workers;
e) The assessment of care worker performance.

All case management practitioners working with vulnerable children are required to
have regular and mandatory one to one or group supervision with their managers or
peers. Supervision with managers will include the administrative function. These
supervision meetings should have a clear agenda which may include but are not limited
to the following:

 Care worker notification of upcoming leave days to ensure cases are in good
shape before going on leave and adequate coverage is arranged;
 Staff development issues such as training;
 Concerns about work;
 Case discussions based on case priority; and
 Case allocations.

Peer supervision will focus on the educational and supportive functions of supervision.
These meetings will also have a clear agenda, but this agenda will concentrate on case
discussions, sharing ideas about managing problems encountered or strategies
successfully employed, as well as discussion on the emotional strains of the job and
ways in which these can be handled.
 40
Supervision meetings with direct supervisors must be recorded and put in the worker’s
file and case supervision notes should be included in respective case records. A record
of each group supervision meeting shall include members present, as well as cases,
problems and general themes that were discussed. Supervision will also include case
record audits from time to time to ensure compliance with management decisions, and
audit record shall be placed in the management section.
 41

12. Appendices
 42

13. Appendix 1
Child Protection Intake and Case Allocation

Name of the Child: __________________________________________________

Date of Birth of Child: __________________________________________________

Check one: have documentation ______ or estimated _____

Address of Child: __________________________________________________

Date of Referral: __________________________________________________

Reason for referral: the nature of the concern, how and why has it arisen, does the
concern involve violence or abuse?

___________________________________________________________________________

Is emergency action required? Police (ZRP), emergency medical services, out of home
placement?

___________________________________________________________________________
 43
Name and Details Relationship Age Address and Phone number
of Person Making
Referral

Parents* or Guardians
Father/male guardian Mother/female guardian
Name Name
D.O.B/age: D.O.B/age:
Occupation Occupation
Address Address
Telephone Telephone
*date if * date if
deceased or deceased or
abandoned abandoned

Details siblings and other significant relatives

Name Relationship Age Address (if different) and Phone number

Decision Why was this decision taken

No further action needed

More information required -

detailed assessment

Emergency action and detailed

assessment

Name: _________________________________ Date: _____________________

Signature: _________________________________
(Person Completing Intake Form)

Case Allocated to (name of CCW/ LCCW/ social worker/ other)

 44
Name: _________________________________ Date: _____________________

Signature: _________________________________
(DSS Supervisor)
 45

14. Appendix II
Assessment and Care Plan
The assessment helps to gather information about a child so that we can identify what
his or her needs are and make a plan to meet those needs. Full details of the child’s
circumstances will be held on the initial intake and allocation (referral) form of the family

Child’s Name: _________________________ Date of Birth: _______________

Name, occupation and contact details of person completing the assessment:

___________________________________________________________________________

Date of referral: _________________________

Reason for referral/child protection concern:

___________________________________________________________________________

Dates of visits/ to the child’s family home or contacts with the family to gather
information for assessment
Date & Details of visit Name/Signature (of
Time primary person
interviewed
 46
Dates of significant contacts with other professionals (ZRP/health/education etc.) to
gather information for assessment
Date & Details of visit Name/Signature
Time

Family: Parents and Caregivers

Describe the child’s family/household, including extended family. Any significant
losses (deaths or separations from significant family members)? Who are the primary
supports in the family/home?
______________________________________________________________

______________________________________________________________

______________________________________________________________

Survival
What is your assessment of the ability of the child’s family to provide basic care, shelter,
clothes, food, etc.?

________________________________________________________________________________________________________________________________

General Health
Does the child have good general health? Has he/she received all necessary
immunizations? Does the child have any health conditions which his carers need to be
aware of? Is the child properly nourished?

___________________________________________________________________________

Development
Is the child reaching his/her developmental milestones? Is he/or she walking, speaking,
developing self-help skills appropriate for his/her age? Does he/she present with
cognitive development appropriate for age?

___________________________________________________________________________
 47
Behaviour
Is the child’s behaviour appropriate? Does he or she present with aggressive behaviour?
Appear withdrawn? Exhibit risk taking behaviour? Any recent significant behaviour
changes?

___________________________________________________________________________

Social History
Describe the child’s social world outside the home, e.g., friends, relationships with
teachers, pastor, or other non-family member adults; interests and activities. Any
significant recent changes?

___________________________________________________________________________

Educational
Describe the child’s educational abilities, performance, achievements and any areas for
development

___________________________________________________________________________

Other organizations
List the name and purpose of any other organization that is already involved in
providing services to the child or family,

________________________________________________________________________

Childs comments on the assessment; Complete “My life now” prior to discussion
Does the child want to add anything about his or her hopes, dreams and aspirations or
general information relevant to the assessment?

___________________________________________________________________________

Conclusions
Paint a picture of the child in words: describe the child briefly and include his or her
good points as well as any areas for concern.

___________________________________________________________________________

What needs to change so that the case can be closed?

Describe the desired changes in the child’s situation and how you will assess that he or
she is no longer at risk of harm.

___________________________________________________________________________

For complicated cases, it may be important to hold a case conference. This will enable
all relevant people to come together discuss the various issues and challenges with
 48
which the child and/or family are confronted. The joint discussion will allow for the
development of a more comprehensive care plan.

Case Conference: Yes: Date:_________________ No______

If yes:
Participants in Case Conference:
________________________________________________________

________________________________________________________

________________________________________________________

Agreements of Case Conference:

1) ________________________________________________________

2) ________________________________________________________

3) ________________________________________________________

4) ________________________________________________________

5) ________________________________________________________

Based on the information gathered during the assessment, the conclusions and
recommendations and the agreements of the Case Conference if there was one, the
Case Plan can be developed. This describes the overall objectives for the child and the
plan of action which will be implemented in order to meet his needs. This Assessment
and Case Plan should be reviewed every six months or whenever there is a significant
change in the child’s circumstances, whichever is sooner.

Overall Objectives of the Case Plan

What are the main goals for the child e.g. to return home to his or her birth family; to
live with relatives; to improve educational opportunities; improved health care;
overcoming trauma etc.

___________________________________________________________________________

Agreement of the Parents/Family

Name: __________________________ Signature: _____________________

Date: __________________________
 49
Agreement of DNRS (responsible case worker)

Name: __________________________ Signature: _____________________

Date: __________________________

Agreement of the Child

Name: __________________________ Signature: _____________________

Date: __________________________

Date of Next Review: _____________________

 50

15. Appendix III

Record of Significant Events and Contacts

Childs Name: _________________________________________________________

Date Details of Contact Signature

of person
recording
 51

16. Appendix IV

Referral Form
To be completed in duplicate. One copy kept by referring organization, one by
organization receiving the referral.

Name of Child: _____________________________ Date: _______________

Date of Birth: _____________________________ Sex(M/F):____________

Name of Parent/Guardian: ___________________________________________________

Address: ___________________________________________________

Phone: __________________________________________________

Details of problem/need:
___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Reason for referral:

___________________________________________________________________________

___________________________________________________________________________
 52
___________________________________________________________________________

Referred By (Name): ___________________________ Title: ______________________

Organization: _________________________________________________________

Address: ________________________________________________________

Phone: _________________________________________________________

Referral sent to:

___________________________________________________________________________

Address: ________________________________________________________

Phone: _________________________________________________________

___________________________
Responsible Referring Signature:

Follow-up (to be sent back to referring agency)

Phone or written confirmation that referral is received and accepted (please check)
******************************************************************************************

Date seen: _________________________________

Findings:
___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Plan:
___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Date reported back to referring organization: _______________

Name, Title: _________________________________________________________

 53
Signature: _________________________________________________________
 54

17. Appendix V

Case Review Form

Case Review (CR) Form Case No: ________________________

(Please complete as fully as possible)

Name of Child: __________________________ (M) / (F) D.O.B: _______________

Date Case Opened: _________________________________

Date 1st contact with child: _________________________________

(Direct) / (Indirect)

Date Case Allocated: _________________________________

Name of allocated Caseworker: _______________________________________________

Reason for delay of above (if any)

___________________________________________________________________________

___________________________________________________________________________

Case Review Date: _______________ Period: ______________ CR No.: _______

Initial Category of Abuse/ Need:

_____________________________________________________
 55
Assessed Category of Abuse/ Need:

___________________________________________________________________________

Review of case file recordings:

___________________________________________________________________________

Review of Care Plan impact & progress:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Review of Child’s assessed needs:

___________________________________________________________________________

___________________________________________________________________________

Recommendations/ Updates to Care Plan:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Date of next CR:

___________________________________________________________________________

CR by Name:

___________________________________________________________________________

Signature: ___________________________________________________

Position: ___________________________________________________

Contact details: ___________________________________________________

CR approved by Case Manager/ Worker:

Name: ______________________________________ Signature: _______________

Position: ______________________________________ Date: _______________

 56
Date CR entered into Electronic Database: _______________

By Name: ________________________

Date CR’d by M&E Dept.: ___________________________________________________

Name: ___________________________________________________
 57

18. Appendix VI

Case Closure Form

Case Number: _______________

Name of Child: _______________________________ (M) / (F)

D.O.B: _______________________________

Date Case Opened: _______________________________

Date Case Closed: _______________________________

Period Open: _______________________________

Services Provided: Tick No. of Sessions/ calls/ visits/ referral organization names/ etc.

Counselling
Follow-up Phone calls
Follow-up Home visits
Child/ren Seen
Child/ren spoken with
directly
Referrals made
(name organizations)

Other (Please explain)

 58
Assessment of Current Status of Child’s safety & well-being:

Comment on Outstanding Needs of Child (if any) & future care plan:

___________________________________________________________________________

___________________________________________________________________________

Reasons for Case Closure:

___________________________________________________________________________

___________________________________________________________________________

Date of Notification of Case Closure: ___________________________

Child: ______________________________________________________________

Caregiver: _______________________________________________________________

Child aware of how to re-access services in future? Yes No

Type of Information Child given to access Child Protection Services in future:

Flyer/Sticker/ Pamphlet/ Poster

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________
 59
Case worker Details

___________________________________
Case Manager Name

___________________________________
Signature:

______________________________________
Date:
60